Planning an aerial retreat is more than just securing a location and setting a schedule—it’s about curating an unforgettable experience that blends training, creativity, and community. Whether you’re an aerial instructor, performer, or retreat host, creating a well-structured retreat can enhance your brand, attract students, and set you apart in the aerial industry.
In this guide, we’ll walk you through the essential steps of aerial retreat planning—from logistics and branding to ensuring your attendees leave feeling inspired, empowered, and eager to return.
1. Define Your Retreat’s Unique Selling Point (USP)
There are plenty of aerial retreats out there, so why should people choose yours? Your USP is what makes your event special, whether it’s an intimate experience, a breathtaking location, or a unique curriculum.
Ask yourself:
- What experience do I want my attendees to walk away with?
- What makes my retreat different from others in the aerial community?
- How does my personal style as an instructor or host shape the retreat?
Pro Tip: Once you’ve identified your USP, make sure it’s clear in your marketing—from your website to your social media promotions.
2. Choose the Perfect Location & Venue
Your retreat venue should align with the atmosphere and experience you want to create. Consider elements like:
Key factors in selecting a venue:
- Space for aerial apparatus (high ceilings, rigging points, or available equipment)
- Ambience & surroundings (natural beauty can enhance the experience!)
- Lodging & amenities (will attendees be staying on-site or booking separately?)
- Accessibility & travel logistics (make it easy for guests to attend)
Pro Tip: If hosting internationally, provide clear travel guides and airport transfer options to minimize confusion.
3. Structure a Balanced & Engaging Schedule
Aerial retreats are intense, and attendees need a mix of training, rest, and creative exploration to thrive.
Suggested schedule structure:
- Morning: Strength, conditioning, and technique-focused sessions
- Afternoon: Free exploration, small group workshops, or one-on-one coaching
- Evening: Relaxation, community-building activities, and mindset work
Pro Tip: Don’t over-schedule! Build in time for rest, reflection, and social bonding, which are just as important as the training itself.
4. Offer High-Quality Photo & Video Packages
Attendees want to document their progress, and professional photography/videography is a huge added value.
Ways to integrate media into your retreat:
- Offer a photo & video add-on package
- Include one professional mini-shoot in the retreat price
- Have a dedicated media day for students to capture their best work
Pro Tip: Partnering with a professional aerial photographer (like me *wink*) makes this seamless and stress-free for both you and your attendees. Feel free to reach out with custom package requests.
5. Create a Seamless Marketing & Registration Process
The best-planned retreat won’t be a success if no one signs up! Make registration easy and showcase the value of your retreat.
Marketing essentials:
- Create a dedicated landing page (with retreat details, FAQs, and pricing)
- Use high-quality visuals to capture attention (photos & videos work best!)
- Leverage Instagram & email marketing to keep momentum going
Pro Tip: Provide early bird pricing and limited spots to create urgency!
6. Set Clear Expectations & Communicate Often
Transparency builds trust with potential attendees. Before the retreat, make sure to provide:
Important pre-retreat communication:
- Packing lists & gear recommendations
- Travel & accommodation details
- What to expect in training sessions
- Policies on refunds, cancellations, and schedule changes
Pro Tip: A private retreat Facebook group or email sequence can keep attendees engaged before arrival.
7. Prioritize Community & Connection
A retreat isn’t just about skills—it’s about building relationships. Create moments for attendees to bond, whether through group meals, fireside chats, or collaborative performances.
Ways to build community:
- Welcome circle to introduce attendees
- Small group discussions or journaling exercises
- Themed nights or celebrations to encourage connection
Pro Tip: A strong retreat community increases return attendance and word-of-mouth referrals!
Final Thoughts
Hosting a successful aerial retreat isn’t just about teaching skills—it’s about crafting an experience that leaves attendees inspired, connected, and eager for more. By focusing on intentional planning, high-quality media, and community-building, you can create an event that elevates your brand and keeps students coming back.
Want to take your retreat to the next level with professional aerial photography & videography? Let’s collaborate! We offer bespoke media packages that make your retreat truly unforgettable.
